Residence Electronic Access Policy & Student Residence Keys
Bates College Security and Campus Safety and Facility Services work together to maintain an access control system for the safety of its community members, facilities, property and information. All College community members share in the responsibility to assure safety and security for all members and property.
Residence Electronic Access Policy
Matriculated students who are assigned housing on the Bates College campus will be issued a card that allows them to open one or more outside doors of their assigned residence building at all times during the academic year. In addition, the card will allow access to all College residence buildings from 7am to midnight Sunday through Thursday and from 7am to 2am on Friday and Saturday, during fall and winter semesters. Outside doors without a card reader will be monitored for unauthorized entries.
Residences will be closed during the break between fall and winter semester. The College may provide residential accommodations for certain vacation periods to a limited number of students by prior arrangement. Students remaining on campus between fall and winter semester will have 24 hour access to their vacation residence only via their card. Students returning to school early will be allowed access only in special circumstances. Rooms will be available for occupancy two days prior to the opening of each term and will be closed at the end of examination period. See Summer Access Policy and Short Term Policy for information specific to those times of year.
Access for students who change residence buildings during the semester will be changed to reflect their new residence. They will be expected to move their belongings from their former residence from 7am to midnight Sunday through Thursday and from 7am to 2am Friday and Saturday.
Student Affairs will determine the termination of access timeframe for students who leave the College during the semester.
Matriculated students who are not living in a College residence building will be issued a card that will allow them to open one or more outside doors of all College residence buildings from 7am to 12am Sunday through Thursday and from 7am to 2am Friday and Saturday while classes are in session. Outside doors without a card reader will be monitored for unauthorized entries and exits.
Students who are studying somewhere other than the College campus or students who are on leaves of absence will not have access to College residence halls via their card.
High School students and special students will not have access to College residence halls via a card.
Faculty will have access to College residence buildings if one or more of their classes meet in a residence building. Faculty will have access to the College residence building(s) in which their class(es) meet, during class times.
Staff whose job responsibilities require them to enter College residence buildings will have access as their duties require. On- call staff who need to enter College residence buildings other times will have a card allowing 24 hour access.
For residence building access after hours, yellow courtesy phones are available on each building.
Requests for access to residence buildings not covered in this document should be made to the Electronic Access System manager for review.
ID cards remain the property of Bates College. Individuals using an ID card assigned to someone other than themselves are subject to disciplinary action.
Student Residence Keys
All residence building entrance doors will be locked at all times. Students will be issued an exterior door access card. Refer to the Residence Building Electronic Access Policy for information regarding access to exterior doors.
The purpose of the electronic access system is to provide a safe living environment for all residents. If a door is found propped open, a fine will be levied against all residents of the building.
Students will be issued one key to the door of their residence room. The key issued will correspond to the room according to the Housing & Residence Life Office records. Students are required to present a valid College identification card and sign an acknowledgment of the Key Control Policy at the time they receive the key. Students are strongly encouraged to lock their residence room door.
In the event of a room change, the student will be issued the key to their new room and allowed to keep the key to their former residence for a maximum of 48 hours for the purposes of relocating. If the key to the former residence is not returned to the Access Control Office within 48 hours, the key will be considered lost and charges associated with lost keys will apply.
If a key is lost or stolen, it must be reported to the Access Control Office and to Security and Campus Safety immediately. The following charges apply for lost or stolen keys:
- $75 charge for each key lost or stolen
- $100 charge for each key not returned
- $25 charge for late key return
Keys must be returned within 24 hours of the final day of residence. The Housing & Residence Life Office shall determine the final day of residence for the Fall and Winter Semesters. Commencement is considered the final day of residence for short term. If a student leaves the College prior to the end of the semester, it is the student’s responsibility to return their assigned keys to the Access Control Office. Keys that are not returned within 24 hours of the final day of residence (end of semester, end of short term, or termination of housing prior to the end of semester) will incur a $100 charge for an unreturned key. Keys returned late, but prior to the locks being changed will be charged a $25 late fee.
Keys remain the property of Bates College. Keys may not be duplicated. Keys may not be swapped between individuals.